Item R1
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date:
9/17/03
Division:
Judicial
Bulk Item: Yes X-- No
Department: Court Administration
AGENDA ITEM WORDING:
Approval to enter into an agreement with Office of the State Courts Administrator (OSCA) for a
50/50 matching grant-in-aid for continuation of a Civil Traffic Infraction Hearing Officer
program pursuant to Specific Appropriation 2989 of the 2003-2004 General Appropriations Act.
ITEM BACKGROUND:
The County has provided the match for Civil Traffic Infraction Hearing Officer for the previous
SIX years.
PREVIOUS REVELANT BOCC ACTION:
None
STAFF RECOMMENDATIONS:
None
TOTAL COST: $25.892
COST TO COUNTY: $12.946
BUDGETED: Yes.2L- No
Year
REVENUE PRODUCING: Yes
No X AMOUNT PER MONTH
APPROVED BY: County Atty ~ OMBlPurchasing _ Risk Management ~
DIVISION DIRECTOR APPROVAL:
~~
TYPE NAME HERE
DOCUMENTATION: Included X
To Follow
Not Required
DISPOSITION:
AGENDA ITEM #-.i(l
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract #
Contract with: Office of the State Courts Administrator
Effective Date: 10/1/03
Expiration Date: 6/30/04
Contract Purpose/Description: Agreement to enter into a 50/50 matching grant in aid with the Office of the
State Courts Administrator for the continuation of a Civil Traffic Infraction Hearing Officer Program.
Contract Manager: Theresa Westerfield
(Name)
3423 Court Administration
(Ext) (Department)
for BOCC meeting on 9/17/03
Agenda Deadline: 9 / 02 /2003
CONTRACT COSTS
Total Dollar Value of Contract: $_25,892_ Current Year Portion: $ all FY03-04
Budgeted? Yes X No Account Codes: 001- 80411- 530490 -GC0411-
Grant: $ 12.946
County Match: $ 12.946**
Estimated Ongoing Costs: $
(not included in dollar value above)
o
**80002-530310-
ADDITIONAL COSTS
/yr For:
CONTRACT REVIEW
Changes
Needed
Yes ~~
( ) (V)
( ) (vJ
( )
( )
Reviewer
(eg. Maintenance, utilities, janitorial, salaries, etc.)
Date In
Division Director
8/14/03
Risk Management
U%3
~(Jj~
J!jfll 03
O.M.B./Purchasing
County Attorney
Coments:
Date Out
~ 15/Q3
~;Jo ~
R;-u/o~
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Grant-in-aid Agreement for the Civil Traffic Infraction Hearing Officer P.rogram
in Monroe County, Florida
This Agreement is made among the Office ofthe State Courts Administrator (the "OSCA"),
the Monroe County Board of County Commissioners (the "Grantee"), and the Sixteenth Circuit
(the "Grant Manager"). The parties agree that:
A. The OSCA will pay the Grantee $12,946 asa 50/50 matching grant-in-aid pursuant to
Specific ApJ?ropriation 2989 of the 2003-04 General Appropriations Act for establishment
or continuatIon of a civil traffic infraction hearing officer program in Monroe County.
Upon receipt of a written request for release of funds, the OSCA will make a lump sum
payment to the Grantee.
B. The Grant Manager will oversee the establishment, administration and operation of the civil
traffic infraction hearing officer program.
C. The Grantee will use grant monies provided under this Agreement in accordance with the
requirements of ~~318.30-318.38, Florida Statutes, and rule 6.630, Florida Rules of Traffic
Court.
D.
The Grantee will use grant funds to pay up to $50 per hour for services of a full- or
part-time hearing officer appointed by the chief judge, and for other expenses
necessary to operate the program, including hearing officer training, office rental,
furniture, and administrative staff salaries.
The Grantee will submit a written requi~io~ the OSCA for release of grant funds
no later than October 15, 2003. - fP'" ,-
The Grantee, in consultation with the Chief Judge of the Sixteenth Circuit, will
submit a detailed, written plan for use of grant funds and operation of the hearing
officer program to the OSCA no later than October 15, 2003. - ~
The Grantee will invest grant funds that are surplus to current needs or pending
distribution in accordance with the requirements of ~219.075, Florida Statutes.
The Grantee will release grant funds in accordance with Monroe County purchasing
policies and rules.
The Grantee will not use grant funds for lobbying the Florida Legislature, the judicial
branch, or a state agency.
The Grantee, as a "Recipient" of state funds, will comply with the Florida Single Audit Act,
section 215.97, Florida Statutes, as follows:
1.
2.
3.
4.
5.
6.
1. In the event that the Recipient expends a total amount of State awards equal to or in
excess of $300,000 in the Recipient's fiscal year, the Recipient must have a State
single or project-specific audit for such fiscal year in accordance with section 215.97,
Florida Statutes, and applicable rules of the Executive Office of the Governor, the
Comptroller and the Auditor General. Applicable rules of the Executive Office of the
Governor, the Auditor General, and Comptroller, and other information pertaining to
the Florida Single Audit Act can be found at
bUp:/ /www.myflorida.com/myflorida/ government! governorinitiatives/fsaa/links. html
lof3
2.
The Catalog of State Projects establishes that state funds were awarded to the
Recipient through the State Courts System, Office of the State Courts Administrator.
The Catalog of State Projects number for this grant is 22.001. illformation from the
Catalog can be found at:
http://www.myflorida.com/myfloridaJ government! governorinitiati ves/fsaa/index. html
ill determining the State awards expended in its fiscal year, the Recipient shall
consider all sources of State awards, including State funds received from the State
Courts System, except that State awards received by a nonstate entity for Federal
program matching requirements shall be excluded from consideration.
The Recipient shall ensure that the audit complies with the requirements of section
215.97(7), Florida Statutes, and the Stat~ Projects Compliance Supplement. The State
Projects Compliance Supplement can be found at
http://www.myflorida.com/myfloridaJ government! governorinitiatives/fsaaJindex.
html. Compliance includes submission of a reporting package as defined by section
215.97(2)(d), Florida Statutes.
If the Recipient expends less than $300,000 in State awards in its fiscal year, an audit
conducted in accordance with the provisions of section 215.97 is not required. Audit
costs may not be charged to state projects when the Recipient expends less than
$300,000 in State awards.
Unless prohibited by law, the cost of an audit required by section 215.97 is an
allowable charge to a state project. However, charges to state projects should be
limited to those incremental costs incurred by the Recipient as a result of the audit
requirements of section 215.97 in relation to other audit requirements. The Recipient
should allocate the incremental costs to all state projects for which it expended state
financial assistance.
3.
4.
5.
6.
7.
The Recipient shall submit copies of reporting packages required by section 215.97 to
each ofthe following:
a. The Office of the State Courts Administrator at the following address:
Donna Brewer
Grants Administrator
Office of the State Courts Administrator
500 South Duval Street
Tallahassee, FL 32399-1900
b. The Auditor General at the following address:
State of Florida Auditor General
Room 574, Claude Pepper Building
111 West Madison Street
Tallahassee, FL 32302-1450
8. The Recipient shall retain sufficient records demonstrating compliance with the terms
ofthis Agreement for a period of 4 years from the date the audit report is issued, and
shall allow the OSCA access to such records upon request. The Recipient shall
ensure that audit working papers are made aVaIlable to the OSCA upon request for a
period of 4 years from the date the audit report is issued, unless extended in writing
by the OSCA.
20f3
9.
Pursuant to section 215.97, the OSCA, the Florida Supreme Court Inspector General,
the Auditor General and other state officials may conduct additional audits or
evaluations of state financial assistance provided to the Recipient under this
Agreement.
E. This Agreement is subject to the following terms and conditions:
The OSCA' s obligation to pay the Grantee is contingent upon the availability of state
funds lawfully appropriated for the purposes stated in Paragraphs A and B.
The Grantee will maintain all records made or received in conjunction with this
Agreement in accordance with Rule 2.051, Florida Rules of Judicial Administration.
The Grantee will hold title to any equipment purchased with grant funds, unless general
law provides otherwise.
In providing, or contracting to provide, services, programs or activities, maintaining
facilities, and otherwise peiforming obligations under this Aweement, the Grantee and
Grant Manager will comply with the Americans with DisabilIties Act, the Civil Rights
Act of 1964, as amended, the Florida Civil Rights Act of 1992 and any other federal or
state law that prohibits discrimination on the basis of race, color, national origin,
religion, sex, age, marital status, or handicap.
If, in the judgment of the OSCA, the Grantee for any reason fails to comply with the
terms of this Agreement, the OSCA will have the right to terminate the Agreement on 30
days written notice by certified mail. In the event 01 termination, the Grantee will return
to the OSCA all grant funds, except those expended in compliance with this Agreement,
for reversion to the General Revenue Fund unallocated.
This Agreement constitutes the entire understandin~ of the parties. All modifications to the
Agreement must be in writing. This Agreement is effective on the date of execution and will
terminate on June 30, 2004.
1.
2.
3.
4.
5.
FLORIDA SUPREME COURT, OFFICE OF
THE STATE COURTS ADMINISTRATOR
GRANTEE
Elisabeth H. Goodner
State Courts Administrator
Date
The Honorable Dixie Spehar, Mayor
Monroe County
Date
MONROE COUNTY ATTORNEY
OVED AS TO FO .
~. (B
he Honorable Richard G.
Chief Judge
Sixteenth Judicial Circuit
2"-1 2. ... 03
yne Date
GRANT MANAGER
30f3
Civil Traffic Infraction Hearing Officer Grant-in-Aid
County/Circuit: Monroe/16th
Amount of Award: $ 12;~'946
Grant, FY 2003-04
TotaIBudget:$ 25,892
(Grant plus Match)
Cat 0
PERSONNEL
FULL TIME E UIV ALENT
Grant-In-aId
Spending Plan
County Cash County In-Klnd
Match Match Sub-Totals
$12,946
<,., . , . --
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~ -~ - _ ~~ ~ __ _ ~ ~_ _ ~ d _ _ ~ _ _
Please sign below~
CHIEF JUDGE ~ ~e~
DATE~/2..,.L QO~
MONROE COUNTY ATTORNEY
~.
o ZANNE A. UTTON
Date ASS'S~AUY~2b ~TORNEY
MAYOR